Office Manager & Sales assistant (m/f/d)

An Air Liquide Healthcare company, subsidiary of the Air Liquide group, Seppic (www.seppic.com) has been designing, manufacturing, and marketing unique ingredients for cosmetic, pharmaceutical, nutraceutical and veterinary products since 80 years. These ingredients are used by consumers, patients, and professionals. Seppic combines multiple expertises in the fields of polymers, surfactants and emulsion technologies, active ingredients, biology, immunology, formulation, green chemistry, extraction and biotechnologies.

Combining the dynamism of an international company on a human scale with the solidity of a large group, Seppic is grooming a team of nearly 880 talented men and women around the world who are passionate about what they do every day and serve customers for health, well-being, and beauty of all.

In Germany, Seppic opened its office in Cologne in 2003. The team also serves clients in Austria, the Netherlands and Eastern European countries.

Joining Seppic means notably joining a multicultural company where many different jobs and solids expertise are combined, allowing for professional growth and offering great career opportunities in France and abroad,

How will you CONTRIBUTE and GROW?

1 Sales Support

- Update the prospect and customer database (contacts, opportunities, etc.) in Salesforce
- Enter customer orders into the information system
- Process and follow-up of customer orders, from order entry to customer delivery (in our internal system)
- Process customer inquiries and complaints, and monitor their resolution
- Coordinate Quality or Regulatory requests.
- Enter and process "financial" and "product quality" disputes via complaint forms as well as the resulting "credit notes".
- Participate in commercial prospecting: mailing, sample follow-up, etc.
- Plan and organize meeting logistics for sales representatives
- Prepare support materials for sales meetings (PowerPoint presentations, quotes, brochures, etc.)
- Draft and format commercial documents (letters, activity reports, meeting minutes, etc.).
- Depending on the need, manage a portfolio of Inside Sales
- Direct contact with our clients and vendors (via phone, e-mails)

2 Contract Reviews

- Carry out, validate, and transmit the contract review in the ERP (AX or other as appropriate).
- Ensure the updating of price offers according to the modalities defined by the sales manager.

3 Payment Follow-up

- Follow up with customers in case of late payment, and ensure the settlement of invoices in collaboration with the accounting and Supply Chain department.
- Follow the actions decided with the Business Development Managers

4 Office Management:

- Oversee daily office operations, manage supplies, handle correspondence, maintain office condition and equipment, and manage vendors.
- Manage office budget, track expenses, process invoices, manage petty cash, and handle expense reports, liaising with accounting.
- Assist with onboarding, manage staff records, coordinate training, and manage time-off/absences.
- Ensure health/safety compliance, manage security systems/access, and coordinate office space/renovations.
- Organize meetings/events, assist visitors, and provide administrative support to the teams and management.

Are you a MATCH?

- Proven experience (5+ years) in an office management or administrative support role.
- Previous experience in a sales support or customer service role is highly desirable.
- Excellent organizational and time management skills with the ability to prioritize tasks effectively.
- Strong verbal and written communication skills in German, English; additional language - French is a plus.
- Familiarity with CRM software (e.g., Salesforce, Jump)
- Ability to work independently and as part of a team in a fast-paced environment.
- High level of attention to detail and accuracy.
- Proactive attitude with strong problem-solving skills.
- Ability to maintain confidentiality and handle sensitive information.

What makes us special | Our Benefits

The Seppic office in GmbH, is located in the centre of Cologne. The thriving, eleven-person team, made up of people with passion and experience, is responsible for the development and support of the business related to the sale of Seppic ingredients in the Central Eastern Europe of cosmetic, pharmaceutical, dietary supplements, veterinary and performance material markets.
You will provide effective administrative and commercial support to the sales team in order to facilitate and optimize the sales process, customer relationship and also work on the day to day office management actions.

Our Differences make our Performance

At Air Liquide, we are committed to build a diverse and inclusive workplace that embraces the diversity of our employees, our customers, patients, community stakeholders and cultures across the world.

We welcome and consider applications from all qualified applicants, regardless of their background. We strongly believe a diverse organization opens up opportunities for people to express their talent, both individually and collectively and it helps foster our ability to innovate by living our fundamentals, acting for our success and creating an engaging environment in a changing world.